01
Intent-to-book capture
We identify visitors and callers who show booking intent but don't finish, and follow up within minutes while they still want the appointment.
RESULT: 50+ BOOKINGS RECOVERED IN 30 DAYS
• THE CHALLENGE
Strong services. Real demand. Bookings slipping through the gaps.
Meraki Integrative runs concierge wellness programs plus in-centre services like regenerative aesthetics, hair restoration and IV therapy. People were finding them. But between the first click or call and a confirmed Mindbody appointment, too many of them disappeared.
01
Dead-end enquiries
Website enquiries got an acknowledgement with no clear next step to book.
02
Abandoned bookings
People started to book, then left. Nobody knew who they were.
03
After-hours gaps
Calls and chats outside opening hours had no one to answer them.
04
Disconnected systems
Mindbody, phones and follow-up didn't talk to each other.
• THE SYSTEM
Every signal, one booking engine.
WHERE PATIENTS COME FROM
Website + Book Now popup
Phone calls (RingCentral)
Chat with Iris, 24/7
Mindbody booking events
YELLOWHORNS ENGINE
GoHighLevel + Make.com
Intent-to-book capture
Catches who started booking but stopped
Signal router
Client created, booked, cancelled, no-show, arrived, calls
Iris AI
Checks live availability, books, hands off
Follow-up workflows
The right message at the right moment
WHERE IT LANDS
Mindbody calendar
Booked straight in, live availability
Follow-up + reminders
Triggered by real booking events
Staff handoff
When a human should take over
• WHAT WE BUILT
Four systems, working as one.
02
Custom booking system on Mindbody
A booking flow that reads live Mindbody availability and books directly into the calendar, without staff in the loop.
MINDBODY, LIVE AVAILABILITY
03
Follow-up driven by real signals
Mindbody events (new client, booked, cancelled, no-show, arrived) and RingCentral call activity trigger the right follow-up automatically.
MINDBODY + RINGCENTRAL SIGNALS
04
Iris, the 24/7 AI receptionist
One assistant on voice and website chat. Iris answers questions, guides visitors, checks live availability, books, and hands off to staff when a human should step in.
VOICE + CHAT, 24/7, HUMAN HANDOFF
• THE 30-DAY BUILD
From audit to live in four weeks.
WEEK 1
Audit + access
Mapped every path to booking, tested enquiries, set up tracking and access.
WEEK 2
Mindbody booking
Connected Mindbody and built the custom booking flow on live availability.
WEEK 3
Signals + follow-up
Wired Mindbody events and RingCentral calls into follow-up workflows.
WEEK 4
Iris goes live
Launched the AI receptionist on calls and chat, QA tested, handed over.
• THE RESULT
What changed in the first 30 days.
HEADLINE RESULT
50+
bookings recovered that would have been lost, in the first 30 days of intent-to-book capture.
Booking without the bottleneck
Patients could book straight into Mindbody, day or night.
24/7 coverage
Iris answered calls and chats outside opening hours.
Every booking event tracked
New clients, bookings, cancellations, no-shows and arrivals all visible.
Fully documented handover
Workflows, integrations and setup documented end to end.
WHAT WE'D DO DIFFERENTLY
Agree on system ownership and reporting definitions on day one, especially when several vendors touch the same patient journey. Clear lanes protect results.
More results.
ALL CASE STUDIES ↗How many bookings is your practice almost getting?
This build started with an audit. Yours is free, and lands in 3 business days.
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